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Home My WebLink About20253331 Gonad 1(p10103 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW PASS-AROUND TITLE: Professional Services for Site Plan Review Imaging DEPARTMENT: Information Technology/ Planning DATE: 11/10/2025 PERSON REQUESTING: Ryan Rose IZ� Brief description of the problem/issue: There are Site Plan Reviews that the Planning Department has prepared for scanning (organized, removed staples, etc) that are housed in Planning. We'd like to engage Professional Services with The Scanning Company to scan and index these files. This work will complete IT project PL-382 Historical Document Scanning— Files and Microfilm. What options exist for the Board? IT is requesting the Board to authorize the Chair to sign the attached agreement for professional services estimated at$6,688.50 for imaging. Consequences: If the Board doesn't sign, the images remain on hard copy, stored in a filing cabinet. Impacts: These images will end up in Accela and will be easily accessed in electronic format. Costs (Current Fiscal Year/Ongoing or Subsequent Fiscal Years): $6,688.50 and is a part of the IT 2025 project budget. Recommendation: The agreement was reviewed by IT, Planning Staff, and Bryon Howell in the county attorney's office. We recommend approving the attached agreement. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck Scott K. James Jason S. Maxey ,. Lynette Peppier Kevin D. Ross Oa a 2025-3331 Lbn + - cc, 0 nbase C T) PL 0013 iZ/vz5 P i 0-001(4 Karla Ford From: Kevin Ross Sent: Monday, November 10, 2025 1:27 PM To: Karla Ford Subject: Re: Please Reply- IT PA - Site Plan Review Imagery Yes Sent from my Verizon, Samsung Galaxy smartphone Get Outlook for Android From: Karla Ford<kford@weld.gov> Sent: Monday, November 10, 2025 12:32:16 PM To: Kevin Ross<kross@weld.gov> Subject: Please Reply- IT PA-Site Plan Review Imagery Please advise if you support recommendation and to have department place on the agenda. wv ,„,",IcEtap COUNTY,CO Karla Ford Office Manager& Executive Assistant Board of Weld County Commissioners Desk: 970-400-4200/970-400-4228 P.O. Box 758, 1150 O St., Greeley, CO 80632 0 ® O ® O Join Our Team IMPORTANT:This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication.Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 1 tY THE SCANNING COMPANY 8591 Prairie Trail Dr,Suite C300 Englewood ,C0 80112 www.thescanningcompany.com 888-750-SCAN(7226) Weld County Statement of Work PREPARED FOR: PREPARED BY: Skyler Whitmore Mark Hankinson Weld County Business Development Account Executive 1402 N 17th Ave. (303) 475-1173 Greeley, CO 80631 (970) 400-2557 swhitmore@weld.gov Confidentiality Agreement-Notice to Recipients This proposal contains proprietary and confidential information owned by TSC. This proposal is for informational purposes only and for the Recipient only and is not authorized for distribution to anyone other than the Recipient. Recipient acknowledges and agrees that to protect TSC's interest in its proprietary and confidential information,this proposal will be maintained in strict confidence and will not be disclosed to third parties. Proposal will not be used by the Recipient for any purpose other than considering whether to enter into an agreement with TSC without the express written consent of TSC. Neither this proposal nor the information contained herein may be reproduced or used for any other purpose.The reader acknowledges that the information provided by TSC in this proposal is confidential;therefore,reader agrees not to disclose it without the express written permission of TSC. It is acknowledged by reader that information to be furnished in this proposal is in all respects confidential in nature,other than information which is in the public domain through other means and that any disclosure or use of same by reader may cause serious harm or damage to TSC and their members.Please return this proposal immediately to Q`).4., THE SCANNING Cony IP COMPANY 10/15/2025 Skyler Whitmore Weld County 1402 N 17th Ave. Greeley,CO 80631 (970)400-2557 swhitmore@weld.gov Dear Skyler Whitmore, Thank you for the opportunity to evaluate Weld County document conversion needs. TSC fully understands the requirements and the scope of work requested and has outlined details within this response. To get a glimpse of our expertise,we invite you to watch our brief video showcasing our advanced document scanning techniques. This two-minute video highlights our commitment to precision,efficiency,and customer satisfaction.We're confident it will demonstrate the value we can bring to your organization's document management: Why Partner with The Scanning Company If you have any questions or concerns,or just need clarification on items within this response, please do not hesitate to call me. Sincerely, Mark Hankinson Mark Hankinson-Business Development Account Executive mark.hankinson@thescanningcompany.com (303)475-1173 ty THE SCANNING Cony COMPANY Statement of Work Description of Work to Be Performed(Services) TSC will provide fully trained and qualified document imaging personnel that will disassemble the documents provided by Weld County,scan the records,and then hold the records at the secure TSC facility at no charge for up to 60 days.See terms and agreements for alternative file handling options. TSC will QC the scanned images and associate the appropriate metadata with the scanned image (as defined by this SOW). The QC process will include page verification and the image has been scanned to the best available quality of the original document. Defective images and invalid metadata found during quality control, if any,will be corrected by TSC. 1. Client Contact Information: Skyler Whitmore Weld County (970)400-2557 1402 N 17th Ave. swhitmore@weld.gov Greeley,CO 80631 2. Vital Statistics-Total Approximate — 2.1. Estimated 16 Standard Size Boxes 15". 2.2. Estimated 42,750 Small format Images 2.3 Estimated 2,250 Large format Images 2.4 Estimated 25 Clear Sheets 2.3. Estimated 45,000 Total Images 3. Secure Document Transportation 3.1 TSC will collect documents for conversion from Client at Weld County Planning Department 1402 N 17th Ave. Greeley,CO 80631.TSC uses only TSC personnel for document transportation. Client will have files boxed in standard 12"x 15" document storage boxes prior to pick up.TSC can supply boxes and boxing services as an optional service. 4. Document Condition&Preparation 4.1. The general condition of your documents to be imaged is defined as follows: 4.1.1. Level 1 as defined below. 4.1.2. Documents will be within files or file folders,some loose papers. 4.1.3. Any spiral or fixed binding will be removed during prep. 4.1.4. Bands,staples, paper clips and binder clips may be present. 4.1.5. Pamphlets or bound items will be cut at the spine. Excessive amounts of bound items will be brought to the Client's attention for authorization and additional charges may apply. 4.2. Level 1 Document Condition-- Documents in groups of at least 30 consecutive pages or the same size paper and can be automatically fed. Each group may be separated by a single band, staple, clip, index tab, post-it, and slip sheet or placed in a file folder or red well. 4.3. Level 2 Document Condition -- Documents in groups of 1-30 consecutive pages, which can be automatically fed. Each group may be separated by a single band,staple,clip, index tab, post-it, and slip sheet or placed in a file folder or red well. Computer forms in good condition. Removal from ACCO fasteners needed, minimal taping, different sized documents. 4.4. Level 3 Document Condition —Though unlikely, some documents may require additional attention due to damage, ultra-light/dark information, or odd sizes. These documents will be treated with extra care at an hourly rate. All level 3 document work will require pre-approval from Weld County prior to start of imaging. c,59THE SCANNING Cony COMPANY 5. Document Re-Assembly 5.1. Documents will not be reassembled or refoldered. 6. Document Scanning 6.1. All paper images will be scanned. 6.2. All other media (i.e.VHS, 16mm film,discs,CDs,etc.)will be removed and returned. 6.3. Physical folders will not be scanned 6.4. Images will be scanned at a resolution of 300 DPI. 6.5. Images will be scanned in B/W. 6.6. Images will be scanned into one multi-page PDF file per folder. 6.7. Any sealed envelopes will be opened and scanned unless otherwise directed. 7. Document Indexing and File Type 7.1. Indexing for Paper: By Folder, By Folder Title 7.2. File name sample:Case number.PDF 7.3. File type—PDF, File Name—ALLCAPS.PDF, Punctuation(Dashes,Commas,etc.)will be skipped. 7.4. The Index file provided by Weld County will include the case number(also written on the file folders). Each folder contents will be scanned as one PDF, named by the case number(from spreadsheet)and the file name will be documented on the client provided master spreadsheet. If there is not an entry in the master spreadsheet,follow the same process of scanning and saving but enter the case number and file name on a separate provided spreadsheet. Do not modify the original spreadsheet except to add the file name. TSC shall provide updated output index file to include case number and file name based on provided spreadsheet template. 7.5. Any loose paper not within a file will be added to an "Miscellaneous Documents"folder. 7.6. Any empty folders will contain a digital image indicating"Empty Folder". 7.7. Indexing information will be readily found on the Folder or on the First Page within the folder. 8. Document Destruction,Return,or Storage 8.1. Upon completion of the document conversion process,TSC will hold documents for 60 days at no additional charge. 8.2. After 60 days,all physical files will be destroyed utilizing NAID-Certified destruction and all digital data will be deleted from TSC's servers. 9. Quality Control and Rush Pull Requests 9.1. TSC's enhanced quality control-TSC follows all generally accepted standards for quality control in this industry. TSC will perform a visual inspection of all documents scanned to ensure the readability and to provide the best possible reproduction of the original hardcopy. Any images that do not meet our quality standards will be rescanned or reprocessed free of charge. 9.2. Rush Pull Requests—TSC's service level agreement(SLA)for any files needed during the conversion process is 8 business hours. TSC will make every effort to digitally return any file requested much sooner. During the scanning process, Rush Pulls(two(2)or less per month) are provided free of additional charge if Client provides box number and file name for retrieval.Additional charges may apply to jobs exceeding more than five(5) pulls per Month or requiring extensive searches through Client materials(See Exhibit A). 10. Deliverables—Images and Indices and Reporting 10.1. TSC will deliver images via FilesAnywhere.com. 10.2 Alternative delivery methods,such Secure FTP/HDD/USB Flash Drive are available upon request. Charges may annly for any nhvtiral media deliveries. THE SCANNING Cony VP COMPANY Exhibit A: All levels of document conversion pricing will include capture of documents,image enhancement,de-skew,de-speckle,border removal, image quality control,any necessary re-scans,as well as formatting for Weld County's internal required format. All pricing is effective for 30 days.The quoted total image count reflects an estimation of the total project size.Weld County will only be billed on actual image count statistics post-imaging.Pricing and volume discounts are based on certain assumptions derived from information and volume estimates received from client. If TSC was unable to perform a sample test,prices are subject to change prior to start of job and after customer consent. Conversion Pricing Unit Unit Price Extended Project Management(Up to 4 Hours) Per Project Included Included One Time Document Reconciliation 10 Hours Per Hour $ 50.00 $ 500.00 Document Preparation Per Hour Included Included Quality Control—TSC Enhanced Standards Per Hour Included Included Document Scanning(Up to 11"x 17") Per Image $ 0.0687 $ 2,938.00 Large Format(Flat/Rolled)Scanning(Over 11 x 17) Per Image $ 1.00 $ - Large Format(Folded)Scanning(Over 11 x 17) Per Image $ 1.25 $ 2,813.00 Clear Sheets Per Image $ 0.50 $ 12.50 Document Indexing/Data Entry(Up to 25 Characters) Per Image Included Included OCR(Optical Character Recognition)for full text searchable PDFs Per Image Included Included Secure NAID-Certified Document Destruction(Shred) Per CF. Included Included Secure Document Transport(Greeley,CO 80631) Per Trip $ 425.00 $ 425.00 Secure FilesAnywhere.com Delivery Per Account Included Included Optional Services Unit Unit Price Extended TSC-supplied boxes and boxing labor Per Box $ 9.00 N/A Project Management(Exceeding 4 Hours) Per Hour $ 150.00 Optional Image by Image QC/Administrative Services Per Hour $ 55.00 Optional Section-Level Indexing Per Image $ 0.0075 Optional Document-Level Indexing Per Image $ 0.0150 Optional Re-Assembly Level 1(Files back in folders without staples or bindings) Per Image $ 0.0100 N/A Re-Assembly Level 2(Files back to original state with staples or bindings) Per Image $ 0.0300 Optional Extended Document Storage Standard Box(15") Per Box $ 2.50 Optional Extended Document Storage Large Box(24") Per Box $ 5.00 Optional Estimated Project Total - $6,688.50 Estimated Advance Payment $ 1,337.70 20%of Project Due at Start Estimated Progress Payment $ 3,344.25 50%of Project Due at Midpoint Estimated Final Payment $ 2,006.55 30%of Project Due at Completion of Project rpTHE SCANNING Cony COMPANY Terms & Conditions Services.Company agrees to provide the technology and scanning services as more fully described above(the"Services")to the undersigned Client in accordance with the terms and conditions set forth in this agreement(the"Agreement").It is acknowledged and agreed the Services shall be limited to only those Services described in this Agreement. Ownership.Client shall retain exclusive ownership of all documents and other Client property provided to Company in connection with the Services.Company shall retain exclusive ownership of all its systems and other Company intellectual property used in the performance of the Services. Pricing and Payment.The Fees for the Services are as set forth in Exhibit A and all reasonable expenses incurred by Company in connection with the Services which have been approved by Client.Client agrees to pay all invoices when due and as set forth herein(Net Terms application can be made available by request).Any amounts not paid when due will bear interest at the rate of 1%:%per month, and Client shall be responsible for all costs of collection by Company,including amounts paid to third parties and attorney's fees.At Company's discretion and upon written notice to client,Company may increase the Fees at any time.Unless otherwise agreed upon in writing by Company,prior to the commencement of any of the Services by Company,Client agrees to pay Company an amount equal to twenty(20%)of the Estimated Project Total as an advance payment(the"Advance"). Further,in the event the Estimated Project Total is greater than$10,000.00 Client agrees to pay Company an additional progress payment equaling fifty(50%)percent of the Estimated Project Total.The Progress Payment shall be due at Company's estimation of the Services being halfway completed. In the event Client fails to make either the Advance or the Progress Payment within thirty(30)days following the date of Company's invoice,Client shall be deemed to be in material breach of this Agreement. The balance of all amounts and Fees due shall be due upon completion of the Services. As applicable under a Project,Company,at its discretion,may upload completed Documents to Files Anywhere or a similar database in "view only"format for the Client's review for a period of not more than thirty(30)days. Upon Company's receipt of all amounts due for the Project,Company shall permit the download of the Documents. Term and Termination.The Term of this Agreement shall commence on the date of full execution of this Agreement by Company and Client and shall terminate the earlier of:(i)the completion of the Services,as determined by Company,or(ii)6 months from the commencement date.Company may immediately terminate this Agreement if Client is in breach of any material term of the Agreement, including failure to pay any invoice when due. Confidential Information.The parties agree to maintain in confidence and not to disclose to any third party either during or after the term of this Agreement,any information of any nature whatsoever furnished by one party to the other,except for information which is,or becomes,public or general industry knowledge other than through the fault of the party to this Agreement receiving such information. The parties further agree not to use any such information in any way,directly or indirectly,except as required in the course of the performance of this Agreement. Warranties and Indemnity.Client represents and warrants to Company as follows:(a)none of the materials provided Company by Client in connection with the Services infringe on the intellectual property rights of any third party,and(b)the Services requested by Client, including the materials provided by Client to Company,and the use of the materials resulting from the Services do not violate any applicable laws or regulations.To the extent permitted under Colorado law,Client shall indemnify,defend,and hold Company its affiliates and their respective officers,directors,employees,and agents harmless against any and all claims,liabilities or lawsuits and agrees to pay all losses,costs,damages and expenses,including reasonable attorney's fees,which arise out of or relate to Client's breach of any material term of this Agreement, including but not limited to the representations and warranties set forth herein. Disclaimer.THE SERVICES ARE PROVIDED"AS IS"AND COMPANY MAKES NO WARRANTIES OF ANY KIND,EXPRESS OR IMPLIED, INCLUDING,BUT NOT LIMITED TO,ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO THE SERVICES FURNISHED TO CLIENT.COMPANY DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE SERVICES OR THAT ACCESS TO THE SERVICES WILL BE UNINTERRUPTED AT ALL TIMES OR ERROR FREE,THAT ALL DEFICIENCIES,ERRORS,DEFECTS OR NONCONFORMITIES WILL BE CORRECTED OR THAT THE SERVICES WILL MEET CLIENT'S SPECIFIC REQUIREMENTS. ® THE SCANNING Cony COMPANY Limitation of Liability.NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR ANY INDIRECT,INCIDENTAL,CONSEQUENTIAL, PUNITIVE,RELIANCE OR SPECIAL DAMAGES,INCLUDING,BUT NOT LIMITED TO,DAMAGES RESULTING FROM THE USE OF,OR INABILITY TO USE THE SERVICES,DELAY OF DELIVERY OR COMPLETION OF SERVICES,INACCURACY OR MISREPRESENTATION OF DATA, OR LOSS OF PROFITS,DATA,GOODWILL ADVANTAGE,SAVINGS OR REVENUES OF ANY KIND OR INCREASED COST OF OPERATIONS ARISING IN CONNECTION WITH ANY SERVICE OR THIS AGREEMENT REGARDLESS OF THE FORM OF ACTION,WHETHER IN CONTRACT, TORT,STRICT LIABILITY WARRANTY OR OTHERWISE AND REGARDLESS OF WHETHER DAMAGES WERE FORESEEABLE.COMPANY'S TOTAL LIABILITY ARISING UNDER THIS AGREEMENT WILL NOT EXCEED THE TOTAL AMOUNT PAID TO COMPANY BY CLIENT UNDER THIS AGREEMENT. General.This Agreement,together with its Exhibits embodies the parties'entire agreement and understanding with respect to its subject matter and supersedes, merges and voids any and all prior agreements with respect thereto.This Agreement may be changed,waived, discharged or terminated only by an instrument in writing signed by the party against whom enforcement of such change,waiver, discharge or termination is sought.This Agreement shall be construed in accordance with and governed by the substantive laws of the State of Colorado as if performed entirely within such State.Any litigation or claim pertaining to this Agreement shall be brought in the courts located in Weld County,Colorado.If any term of this Agreement or application thereof shall be invalid or unenforceable,the remainder of this Agreement shall remain in full force and effect. DOCUMENT RETURN AND DESTRUCTION. Return Documents to Client. By selecting the Return Documents to Client,Client acknowledges and agrees as follows:(i)provided,Client is not in breach of the Agreement,Company shall arrange for the return of all documents,including physical files and digital data("Documents")to Client within _(_60_)days of the termination of this Agreement,(ii)Client shall be responsible for all costs associated with the return of the Documents,which it shall pay to Company upon in advance and on demand,(iii)in the event Client fails to arrange or cooperate in the return of the Documents,including responding to written and email requests,Company shall destroy the Documents,at Client's cost, immediately following the 60_days following the termination of the Agreement. _Company Destroy Documents. Client hereby authorizes and requests that upon the termination of the Agreement for any reason,that Company immediately destroy all Documents without further notice to Client. Client shall be responsible for all costs associated with the destruction of the Documents, which shall be payable immediately upon demand. Notwithstanding anything to the contrary,Company may destroy all Documents if Client is in material breach of this Agreement and/or any SOW,including the failure to make any payments to Company when due,and such breach is not cured by Client within thirty(30) days following Company's notice to Client of Client's breach. Company will use its commercially reasonable efforts not to destroy any documents which have been identified by Client as medical or legal documents("Professional Documents").All Professional Documents will be returned to Client upon completion of the Services. Client agrees to arrange for and pay for all costs associated with the return of the Professional Documents to Client within 60 days from Company's notice to Client of completion of the Services. In the event Client fails to arrange for the retrieval of the Professional Documents as provided herein Client shall pay Company an amount equal to$10.00 per box every thirty(30)days commencing on the 61st day following Company's notice to Client of the completion of the Services. Client shall advise Company if any of the Documents contain legal or medical records("Professional Documents"). Client agrees that Company shall not destroy any Professional Documents and Client shall,at its cost,arrange for the timely return of the Professional Documents to Client upon termination or completion of this Agreement or the Project. SCANNING Conv ® THE COMPANY Weld County(Client) TSC,LLC.(Company) By: By: Mark Hankinson Name: Perry L.Buck Name: Mark Hankinson Title: Chair,Board of Weld County Commissioners Title: Business Development Account Executive Date: DEC 0 8 2025 Date: 10/15/2025 ,� � -4 Attest: ‘„ Esther E.Gesick,Clerk to the Board 1861 •�fIV By: ag 0/7 15)1'‘'Ir14 Deputy Cler o the Board (Zi NI zoZ5-- 333f Contract Form Entity Information Entity Name* Entity ID* New Entity? THE SCANNING COMPANY @00050498 Contract Name* Contract ID Parent Contract ID SOW FOR PLANNING FILES (SPRS) IMAGING 10103 Requires Board Approval Contract Status Contract Lead* YES CTB REVIEW SWHITMORE Department Project# Contract Lead Email swhitmore@weld.gov Contract Description* SOW AND TERMS Contract Description 2 Contract Type* Department Requested BOCC Agenda Due Date AGREEMENT INFORMATION Date* 11 /1 5/2025 TECHNOLOGY-GIS 11 /19/2025 Amount* S6,688.50 Department Email Will a work session with BOCC be required?* CM- NO Renewable* InformationTechnologyGI NO Does Contract require Purchasing Dept. to be S@weld.gov included? Automatic Renewal Department Head Email Grant CM- InformationTechnologyGI IGA S-DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* Renewal Date 02/28/2026 Termination Notice Period Expiration Date* Committed Delivery Date 02/28r'2026 Contact Information Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 12iO3i2025 Approval Process Department Head Finance Approver Legal Counsel RYAN ROSE CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 12/03/2025 12/03/2025 12/03/2025 Final Approval BOCC Approved Tyler Ref# AG 120825 BOCC Signed Date Originator BOCC Agenda Date SWHITMORE 12/08/2025 Hello